Construction Administrator

Job Description

Job Description

Remote Construction Administrative Assistant / Project Coordinator

Company: Gutters ’N More LLC
Location: Remote — must reside in the Dallas–Fort Worth area
Pay: $22–$28 per hour, based on experience
Schedule: Monday–Friday, 8:00 AM–5:00 PM Central Time

About the Position

Gutters ’N More LLC is seeking an experienced Construction Administrative Assistant / Project Coordinator to support residential renovation and specialty-trade projects throughout DFW.

This position is primarily remote. Applicants must live in the DFW area and be available for occasional required office visits.

This is a very fast-paced position. Construction administration and permitting experience are required. You must be comfortable managing multiple projects, responding to changing priorities, and following through without constant reminders.

Training consists of  one week of initial training, followed by support as needed . Applicants should already have the experience necessary to handle construction administrative responsibilities.

Responsibilities

Project Administration and Scheduling

• Maintain project information, schedules, vendor assignments, deadlines, and status updates in Monday.com.
• Review scopes of work and track unfinished tasks, missing information, and project requirements.
• Coordinate subcontractor visits, inspections, material deliveries, and other scheduled work.
• Follow up with vendors to confirm start dates, completion dates, and delays.
• Document meeting notes and track assigned tasks through completion.
• Alert management to scheduling conflicts, missing approvals, and issues affecting completion.

Permits and Inspections

• Prepare and submit building and trade permit applications to DFW municipalities.
• Gather required documents from contractors, property owners, and project managers.
• Track permit approvals, fees, corrections, and outstanding requirements.
• Schedule inspections and follow up on results and reinspection requirements.
• Maintain organized permit and inspection records for each property.

Work Orders, Change Orders, and Invoicing

• Monitor client vendor portals for new work orders, updates, and requests.
• Add and update work orders in Monday.com while avoiding duplicate entries.
• Prepare estimates, change orders, work authorizations, and invoices using information provided by management.
• Track change-order submissions and follow up on approvals.
• Assemble scopes, approved changes, completion photos, and supporting documents for invoicing.
• Track invoice submissions and missing documentation.

Materials and Vendor Coordination

• Prepare material orders and supplier quotes from approved lists and scopes.
• Coordinate pickups and deliveries with field crews and suppliers.
• Confirm quantities, selections, availability, and delivery dates before ordering.
• Collect receipts and document purchases by property.
• Follow up on missing, incorrect, damaged, or delayed materials.
• Obtain approval before placing additional orders or authorizing extra work.

Budgeting and Recordkeeping

• Enter bills, receipts, and expenses into QuickBooks.
• Track material purchases, subcontractor payments, and job costs against project budgets.
• Maintain organized digital files, CompanyCam photo links, and project documentation.
• Prepare reports showing progress, outstanding work, and items needing management attention.

Communication

• Communicate professionally with clients, project managers, subcontractors, suppliers, and field employees.
• Monitor company email and communication channels during scheduled work hours.
• Respond promptly, document important conversations, and follow up until questions are resolved.
• Keep management informed of urgent issues and changes affecting cost, scope, or schedule.

Required Qualifications

• Construction administration experience.
• Experience handling construction permits and coordinating inspections.
• Knowledge of residential renovation workflows, construction terminology, and subcontractor coordination.
• Experience with QuickBooks, expense entry, budgeting, and job-cost tracking.
• Proficiency with email, Excel or Google Sheets, PDFs, and digital file organization.
• Ability to read scopes of work and accurately maintain project records.
• Strong communication, organization, attention to detail, and follow-through.
• Ability to work independently in a very fast-paced environment.
• Must reside in DFW and be available for occasional office visits.

Required Home Office Equipment

Applicants must own and have access to:

• A reliable computer suitable for daily business use.
• A working printer.
• A desk and dedicated workspace.
• Reliable high-speed internet.
• A phone for business calls and project communication.

Schedule, Benefits, and Time Off

• Regular schedule:  Monday–Friday, 8:00 AM–5:00 PM Central Time.
• Paid major holidays.
• Two weeks of paid time off.
• No more than three consecutive scheduled workdays off; time-off requests require advance approval.
• No medical benefits.
• No additional company-provided paid leave beyond the stated holidays and paid time off.

Training

• One week of initial training on company procedures and systems.
• Support available as needed after initial training.
• This role requires prior experience and the ability to take ownership of daily responsibilities after onboarding.

Preferred Experience

• Monday.com and CompanyCam.
• Client vendor portals and online work-order systems.
• Material ordering through Home Depot or other construction suppliers.
• Coordinating residential make-ready renovations and multiple specialty trades.

How to Apply

Submit your resume and briefly describe:

• Your construction administration experience.
• Your permitting experience and the municipalities you have worked with.
• The accounting and project management software you have used.
• Your DFW location and availability.
• Confirmation that you own a computer, printer, and desk.

We are looking for someone who can identify what needs attention, manage competing priorities, and keep tasks moving through completion.

Benefits:

• Paid time off

Experience:

• Construction administrative: 2 years (Required)